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FILE MANAGEMENT 101 PowerPoint PPT Presentation


FILE MANAGEMENT 101. Welcome to. Organizing your documents Locating your documents Using your documents Placing your files for backup Performing all the above QUICKLY. What is File Management?. Your files are centrally located in your secure folder...where they will be backed up

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FILE MANAGEMENT 101

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File management 101 l.jpg

FILE MANAGEMENT 101

Welcome to


What is file management l.jpg

Organizing your documents

Locating your documents

Using your documents

Placing your files for backup

Performing all the above QUICKLY

What is File Management?


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Your files are centrally located in your secure folder...where they will be backed up

Your files are categorized by topic

Related files are place in sub-categories

Think of it as:

How Does it Work?


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THE MALL


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Sears

Tools

Appliances

Garden

Disney

Toys

Videos

Clothing

Footlocker

Dillards

Women’s

Men’s

Shoes

Housewares

Hallmark

The Mall


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How Does This Apply?


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How Does This Apply to Me?


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The Key Is:

Good File Management


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Naming files

Categorizing files

Saving files to specific folders (on server if available)

Finding locations of saved files

Backing up files (Whose Responsibly)

Management Process


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Getting Started


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Using a sheet of paper

Design a map of folders to be created

(keep topic folder number between 8 & 10)

Add sub folders for related items

Create folders at your workstation computer

Start by Creating CategoryFolders on Server


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Open folder that currently contains your files

Open the target category folder

Drag the file(s) into the target folder

Complete this for all files

Moving Existing Files intoNew Category Folders


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New Files...


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Saving New Files to a Desired Location

  • File menu - “Save as”

  • Open your target folder

  • Name the file

  • Click “Save”


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Use a descriptive name

Put the topic in the name

Files names are listed alphabetically

Example names:

Good Bad

Supt Letter-12-97Letter to Supt

Paper Order-1-98Paper

Naming Files

* Remember: Someday, someone else may have to make sense of your file names.


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Backing Up


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Why back up?

Damaged files

Hard disk failure

New computer

Who is responsible for backups?

This is a question to ask your district

Your responsibility...

Save files to network folder

Files on your hard drive will not be backed up

Backing Up Your Files


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File management will help when

Saving files

Locating files

Working with files

Recovering corrupt files

Keeping files secure

Final Thoughts


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FILE MANAGEMENT 101

Thank you


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